Job Details

Executive Administrative Assistant: College of Emerging and Collaborative Studies - UTK
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Position Number: 6044944
Location: Chattanooga, TN
Position Type: Executive Assistants

Executive Administrative Assistant: College of Emerging and Collaborative Studies - UTK
Knoxville, TN, United States

Job Identification: 1913
Job Category: Administrative
Posting Date: 02/28/2025
Job Schedule: Full Time
Locations: 1331 Circle Park, Knoxville, TN, 37996, US (On-site)

Job Description
The College of Emerging and Collaborative Studies (CECS) at the University of Tennessee, Knoxville (UTK) invites applications for an executive administrative assistant to begin as soon as possible. This position will provide administrative and clerical support to the Vice Provost and Dean of CECS. Additionally, it will plan and provide support for events, travel, and assist with financial, HR, and operational business activities as needed. This position will work closely with the Vice Provost and Dean of CECS and CECS Staff to perform daily administrative functions.

Responsibilities
Administrative and Clerical Support to the Vice Provost/Dean of CECS:

Administrative and Clerical Support to the Vice Provost/Dean of CECS
Manages Vice Provost/Dean's calendar. Acts as point of contact for scheduling Vice Provost/Dean
Provides meeting support for VP/Dean by scheduling meetings, reserving meeting rooms, or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending and taking notes, providing follow-up administrative support, and keeps track of all action items
Provides administrative support for VP/Dean by performing research to seek, gather, and compile requested data and information; preparing documents; drafting, preparing and sending communications (letters, memos, emails); maintains, creates, and updates official files, documentation, lists and websites; creates forms; and general administrative support
Provides support for VP/Dean committees and advisory groups. Maintains lists and rosters, prepares documents, schedules meetings, and performs project work
Initiates and drafts correspondence on behalf of the VP/Dean
Assist the VP/Dean with critical documents, procedures, and website updates, as needed
Supports generation of annual reports, MOUs, and other similar documents
Maintains records of VP/Dean meetings, annual calendar, shared folders and their membership
Organize and coordinate VP/Dean search committees and interview processes on behalf of the VP/Dean
Proactively monitors deadlines and time-sensitive operations for the VP/Dean
Send special announcements, emails on behalf of the VP/Dean
Creates and maintains reservations for CECS spaces
Responsible for all food orders for VP/Dean meetings

Travel and Financial Transactions

Act as travel subject matter expert and assist CECS faculty and staff with entering and processing travel
Supports CECS fiscal information office as needed with financial transactions - accounts payables and receivables, miscellaneous reimbursements, and processing invoices
Has understanding of University fiscal policies and procedures

College Administrative Support

Supports CECS Staff with various office tasks, such as scheduling
Provides logistical support for CECS events, including using technology, sending communications and invitations, and managing RSVPs
Provides event assistance during pre-event setup, event day, and on-site as well as graduation assistance
Provides event support for CECS and has the availability to attend after hours and/or weekend events as needed (will be compensated)

Other

Manages faculty and student awards processes for CECS by drafting and sending communications to call for nominations, working to increase the number of nominations, receiving and compiling nominations, organizing committees to review nominations, and providing committee and admin support throughout the process
Provides administrative management on various projects in support of the VP/Dean of CECS for student outreach, recruitment, and retention activities, as well as internal and external partnership engagement events and programs

Qualifications
Required Qualifications and Experience:

Bachelor's degree required and 3 years of administrative office experience
Superior-level customer service experience required
Excellent and effective oral and written communication to various audiences
Microsoft Office skills (Outlook, Excel, Word, PowerPoint, SharePoint, etc.)
High attention to detail
Ability to organize work, multi-task, and manage deadlines
Ability to maintain confidentiality

Desired Qualifications and Experience:

Master's degree or more than 5 years of administrative office experience
CAP certified (Certified Administrative Professional)
Experience with Higher Education practices and UT policies and procedures
Experience with existing campus platforms: DASH, Canvas, Interfolio, Banner, etc.

To Apply

In order to be considered for candidacy, please include a cover letter and resume in addition to the online profile. Applicants should complete the online profile in its entirety to demonstrate the minimal education and experience required for this position. Incomplete profile information as it relates to the requirements listed will eliminate candidacy for this opportunity. Review of applications will begin immediately and will continue until the position is filled.

About the College:

The College of Emerging and Collaborative Studies (CECS) at the University of Tennessee, Knoxville, is at the forefront of changing the future of higher education. It is a first-of-its-kind college created to meet the needs of students seeking a customizable degree path in emerging fields such as artificial intelligence and data science that leads to rewarding careers upon graduation. CECS offers timely, innovative, student-centric degrees, minors, and stackable certificates at both undergraduate and graduate levels that address the future talent gap and expose students to experts and disciplines from across campus through a cross-cutting curriculum. CECS utilizes strong industry partnerships to ensure students gain relevant skills and real-world experience, offering for-credit internships and multi-disciplinary projects. CECS emphasizes the cohort experience where students learn and interact with fellow students from across campus and disciplines, allowing them to learn from one another and work together to solve real-world problems.

Who We Are:

We are a small team of energetic, adaptable, and hardworking individuals committed to educational initiatives that will lead to meaningful careers for our students and a positive impact on society. Every member of our team is a valuable collaborator, driven entrepreneur, and proficient multi-tasker dedicated to working together to find innovative approaches to achieving our shared goals. We are fast-moving and growing. Our work is constantly evolving to meet changing needs.

Who We Are Looking For:

We are searching for a pathfinder, problem navigator, and strategy creator, who proactively works to make us more efficient and effective through teamwork and collaboration. We need an intentional learner with intellectual resilience to tackle new challenges, welcoming uncertainty with a growth mindset. We need a seasoned professional, who exercises good judgment and can be trusted to provide sound counsel to colleagues and leadership. We need a teammate dedicated to our mission and who shares our values.

About Us
With over 225 years dedicated to education and research, and as one of the 100 largest employers in Tennessee, there is endless potential to discover at the University of Tennessee, Knoxville. This advanced academic center comprises 17 degree-granting colleges and schools, 900+ programs of study, 547 graduate programs, and is home to over 7,500 employees statewide who support the continued growth of the state's flagship land-grant university. The University of Tennessee Institute of Agriculture, Anthropological Research Facility, Space Institute, and the UT Institute of Public Service are acclaimed entities of the UT system and with nearby affiliate, Oak Ridge National Laboratory, Rocky Top is a university on the rise. UT Knoxville considers its employees its number one asset and with values that focus on work-life balance, compensation, and innovative leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs. Apply today and join the Vol Family for life!
Ranked nationally as "Best Employer for New Graduates", "One of America's Best Large Employers", "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/1913/?mode=location